REQUEST FOR PROPOSAL (RFP) - Elevators.pdf

Grand Haven Area Public Schools 1415 S. Beechtree Street

Grand Haven, MI 49417

REQUEST FOR PROPOSAL (RFP)

DISTRICT-WIDE ELEVATOR & LIFT MODERNIZATION /

SAFETY UPGRADES

1. Project Overview & Objective Grand Haven Area Public Schools (The District) is seeking competitive, itemized bids from qualified, licensed elevator contractors to furnish all labor, materials, tools, and permits required to install, upgrade, or replace specific elevator and lift components across various district facilities.

To comply with public bidding transparency and portal requirements,contractors must provide individual, standalone pricing for each project/building baseline listed below.The District reserves the right to award these projects individually, in groups, or as a single comprehensive contract.

2. Scope of Work by Project / Building Contractors shall bid on the exact requirements for each independent project below:

Project A: Lakeshore Middle School Elevator Upgrades Provide and install the following specific components in strict accordance with current ASME A17.1 elevator safety codes:

● Door Restrictors

● Door Retainers

● Phase Monitor (Phase Reversal/Failure Protection)

● Door Lock Monitoring (DLM System integration)

● Single Bottom Cylinder (Inspection/Replacement/Service as required)

Project B: Ferry Elementary Elevator Upgrades Provide and install the following specific components:

● Phase Monitor

● Door Screen (Infrared/Safety Edge Upgrade)

● Door Restrictor & Door Retainers

● Keyed Stop Switch & Guard Pit Light

● Door Lock Monitoring (DLM System integration)

Project C: Education Service Center (ESC) Elevator Upgrades Provide and install the following specific components:

● ADA Compliant Phone System

● Emergency Lighting Unit

● Phase Monitor

● Door Restrictor & Door Retainers

● Keyed Stop Switch & Guarded Pit Stop Switch

● Door Lock Monitoring (DLM System integration)

Project D: High School Library Elevator Upgrades Provide and install the following specific components:

● Phase Monitor

● Guarded Pit Stop Switch

● Door Lock Monitoring (DLM System integration)

Project E: High School PAC Elevator Upgrades Provide and install the following specific components:

● Door Screens (Infrared/Safety Edge Upgrade)

● Guarded Pit Stop Switches

● Door Lock Monitoring (DLM System integration)

Project F: High School Stage Lift BFLD Upgrades Provide and install the following specific accessibility and safety components:

● ADA Compliant Phone System

● Space Guards (To reduce the gap between hoistway doors and car doors)

Project G: High School Aquatics BFLD Upgrades Provide and install the following specific accessibility and safety components:

● ADA Compliant Phone System

● Emergency Light Source Upgrade

● Space Guards

3. Bidder Submission Requirements & Contractor Qualifications Contractors submitting proposals shall include the following:

1. Proof of Licensing:Valid state elevator contractorlicense and certifications for all technicians.

2. References:A list of at least three (3) similar K-12school district or institutional projects completed within the last 3 years.

3. Project Schedule:An estimated lead time for materialsand an estimated execution duration per building.

4. Completed Cost Proposal Form (Section 4):Bids submittedwith missing individual building totals or only a single "Global Total" will be deemed non-responsive and disqualified.

5. Completed Iran Linked Business Affidavit

6. Completed Familial Disclosure Statement

Numbers 5 and 6 are required; if not included, the bid will be disqualified.

Bids must be submitted to Jason MacKay at 1415 S. Beechtree St, Grand Haven, MI 49417 and shall be printed and delivered in a sealed envelope byAugust 3rd, 2026, at 10:00 AM.No electronic bid submissions will be accepted.

Bids will be opened and reviewed in a public bid opening at 10:10 AM at the above-noted address. The Director of Operations will contact the selected contractor at a later date, after the GHAPS School Board has approved the contract.

4. Itemized Cost Proposal Form

Instructions to Bidders: Enter your total turnkey cost (including permits, equipment, labor, and clean-up) for each project listed below. Do not combine totals.

Project Ref

Building / Lift Location

Total Project Bid Price (USD) Estimated Lead Time

Project A

Lakeshore Middle School Elevator

Weeks

Project B

Ferry Elementary Elevator

Weeks

Project C

ESC Elevator $ _______________________ ________ Weeks

Project D

High School Library Elevator

Weeks

Project E

High School PAC Elevator

Weeks

Project F High School Stage Lift BFLD

Weeks

Project G

High School Aquatics BFLD

Weeks

TOTAL Combined Base Bid (All Projects)

Authorized Bidder Signature:_______________________________________

Company Name:__________________________________________________

Date:___________________

5. Project Timeline & Performance Expectations

● Anticipated Award Date: The District anticipates awarding contracts within thirty

(30) calendar days following the bid closing date on the State Sigma portal.

● Notice to Proceed & Submittals: The selected Contractor(s) must submit all equipment submittals, shop drawings, and permit applications.

● Work Scheduling Restrictions:

○ Because these projects take place within active educational environments, all high-noise-generating drilling, structural rigging, and hoisting must be coordinated at least forty-eight (48) hours in advance with the District Operations Director.

○ Contractor shall prioritize executing work during planned school breaks (e.g., Summer, Thanksgiving, Winter, or Spring breaks) or after standard school operational hours (after 4:00 PM local time) to minimize disruption to learning environments, at no additional premium cost to the District.

● All services required by a subcontractor shall be included in the contractor's base bid. These services shall comply with all state and local codes.

6. Comprehensive Warranty Requirements

● Equipment & Parts Warranty: The Contractor shall provide a minimum one (1) year full-replacement warranty on all newly installed components (including but not limited to phase monitors, door lock monitoring software/hardware, cylinders, and safety edges) against defects in materials and manufacturing. The warranty period begins strictly on the date of final state certification and District acceptance.

● Labor Warranty: The Contractor shall guarantee all installation workmanship for a period of one (1) year from District acceptance. Any installation defects discovered within this timeframe shall be remedied by the Contractor at zero cost to the District.

● Emergency Warranty Callback: During the one-year labor warranty period, the Contractor must provide emergency callback response for any system failures related to the upgraded components.

○ Entrapped Passengers: Maximum response time of one (1) hour from notification, 24/7/365.

○ Equipment Malfunction (Non-Entrapment): Maximum response time of four

(4) hours from notification.

7. Contractor Insurance & Indemnification Requirements

Before commencing any work or moving equipment onto District property, the successful Contractor(s) must submit a Certificate of Insurance (COI) naming the Grand Haven Area Public Schools District and its Board of Education as an Additional Insured.

Insurance must be maintained with an A.M. Best-rated "A-" or better carrier throughout the life of the contract.

Minimum Insurance Coverages Required:

● Commercial General Liability (CGL):

○ $1,000,000 Each Occurrence

○ $2,000,000 General Aggregate

○ Must include coverage for completed operations and independent contractors.

● Workers’ Compensation & Employer’s Liability:

○ Statutory limits in accordance with State law.

○ $500,000 Employer's Liability minimum.

● Automobile Liability:

○ $1,000,000 Combined Single Limit (covering all owned, hired, and non-owned vehicles used on District property).

● Commercial Umbrella / Excess Liability:

○ $2,000,000 Minimum Excess Layer over primary CGL and Auto policies.

Indemnification:

The selected Contractor shall defend, indemnify, and hold harmless the School District, its officers, officials, employees, board members, and volunteers from any claims, injuries, damages, losses, or suits, including attorneys' fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the District.

8. K-12 Student Safety & Background Checks

● Criminal Background Screenings: In accordance with state education laws, the Contractor certifies that all personnel, technicians, and subcontractors assigned to work on school premises have successfully passed a criminal background check and fingerprinting. No person listed on any state or federal sex offender registry shall be permitted on District property.

● Interaction with Students: Contractor personnel shall maintain strict professional boundaries. Direct interaction, communication, or fraternization with students is strictly prohibited. Failure to adhere to this policy will result in the immediate and permanent removal of the individual from the project site.

9. Equipment Architecture and Non-Proprietary Standards

● Open and Non-Proprietary Requirement: All elevator controllers, safety circuits, software updates, Door Lock Monitoring (DLM) systems, and related components furnished under this contract must be 100% non-proprietary. The equipment must be maintainable, adjustable, and repairable by any licensed, independent elevator service contractor without reliance on the original equipment manufacturer (OEM).

● No Proprietary Tooling Restrictions: Equipment that requires proprietary, expiring, or restricted-access diagnostic tools, software tokens, or service keys for adjusting, troubleshooting, or resetting faults will be deemed non-responsive and disqualified.

● Diagnostics and Access: All diagnostic capabilities, fault code listings, and adjustment parameters must be fully accessible via an onboard, built-in display screen or an open-access service tool that is permanently provided to the District upon project completion.

● Technical Documentation & Manuals: The successful Contractor must deliver a complete set of legacy engineering manuals, diagnostic fault-code glossaries, parts catalogs, and laminated as-built wiring diagrams/schematics specifically for each unique building's equipment.

● Replacement Parts Availability: All replacement components, circuit boards, switches, and software revisions installed during this project must be available for direct purchase by the District oranythird-partylicensed elevator service provider on the open market.

10. Mandatory Pre-Bid Site Walkthrough & Inspection

● Mandatory Attendance Requirement: Attendance at the pre-bid site walkthrough is strictly mandatory. Proposals submitted by Contractors who did not attend the scheduled walkthrough, or who fail to sign the official attendance sheet at the start and conclusion of the tour, will be deemed non-responsive and automatically disqualified from evaluation.

● Purpose of Walkthrough: Due to the physical variations in elevator pits, hoistways, and machine rooms across District facilities, Contractors are required to personally review all existing site conditions. No claims for extra compensation or change orders will be allowed after the contract award for structural, electrical, or physical conditions that could have been identified through visual inspection during this walkthrough.

● Date, Time, and Logistics:

○ Date: July 27th, 2026

○ Start Time: 8:00 AM EST

○ Starting Location: All bidders shall convene at the main entrance of the

Education Service Center at 1415 S. Beechtree Street, Grand Haven, MI 49417

○ Itinerary: The District Facilities Director will lead a guided, sequential tour of all seven (7) project locations listed in this RFP. Bidders are responsible for their own transportation between facilities.

● Site Visit Protocols & Restrictions:

○ Sign-In: A formal sign-in sheet will be presented at the beginning of the walkthrough and at the final location. Bidders must sign both to verify full attendance.

○ Measurements & Data: Contractors are encouraged to bring measuring equipment, flashlights, and cameras. Hoistway pits and machine rooms will be opened for inspection.

○ Questions During the Walkthrough: Verbal answers given during the site visit are non-binding. All technical or procedural questions raised during the walkthrough must be formally submitted in writing via email to mackayj@ghaps.org. All contractors who sign the formal sign-in sheet and include an email address will get a copy of the question and response.

Jason MacKay Director of Operations mackayj@ghaps.org

AFFIDAVIT OF COMPLIANCE

IRAN ECONOMIC SANCTIONS ACT CERTIFICATION

Project / RFP Name: __________________________________________________ Public Entity / Owner: ________________________________________________

The undersigned, the owner or authorized officer/representative of the vendor/contractor identified below (the "Vendor"), pursuant to the compliance certification requirements of the Request for Proposals (RFP) for the above-referenced project, hereby certifies, represents, and warrants that:

1. Compliance with the Act: The Vendor is not an "Iran-linked business" as defined by applicable law, including but not limited to Michigan Public Act No. 517 of 2012 (MCL 129.311, et seq.).

2. Definition: The Vendor understands that an "Iran-linked business" generally includes any entity or person engaged in investment activities in Iran's energy sector (such as oil, liquefied natural gas, or pipelines) or any financial institution that extends credit to another person to engage in those activities.

3. Future Compliance: In the event the Vendor is awarded a contract as a result of the aforementioned RFP, the Vendor will not become an "Iran-linked business" or subcontract with any Iran-linked business at any time during the course of performing services under the contract.

4. Penalties for False Certification: The Vendor acknowledges that submitting a false certification may result in severe civil penalties (including fines up to $250,000.00 or twice the contract amount, whichever is greater), termination of the contract, and being rendered ineligible to bid on public requests for proposals for a period of three (3) years.

CompanyName:_______________________________________________________

Authorized Signatory Name:______________________________________________

Title: _________________________________________________________________

Signature: __________________________________________ Date: _____________

FAMILIAL RELATIONSHIP DISCLOSURE

STATEMENT

Project / RFP Name: __________________________________________________

Public Entity / Owner: ________________________________________________

The undersigned, the owner or authorized officer/representative of the vendor/contractor identified below (the "Vendor"), pursuant to the familial disclosure requirements of the Request for Proposals (RFP) for the above-referenced project, hereby certifies, represents, and warrants that:

Check ONE of the boxes below:

[ ] NO FAMILIAL RELATIONSHIP EXISTS. Neither the Vendor nor any of its owners, directors, officers, or employees has any familial relationship (by blood, marriage, or adoption) with any member of the Public Entity's Board, its Superintendent, Chief Executive Officer, or any other administrator or employee involved in the evaluation or selection of the bid.

[ ] FAMILIAL RELATIONSHIP EXISTS. A familial relationship exists between the Vendor (or its owners, directors, officers, or employees) and a member of the Public Entity's Board, its administration, or staff. The details of this relationship are disclosed below:

Disclosed Relationships:

Name of Vendor Affiliate

Title / Position at Company

Name of Public Entity Official / Employee

Nature of Relationship (e.g., Spouse, Child, Sibling)

Attach additional sheets if necessary to fully disclose all relevant familial relationships.

The Vendor acknowledges that failure to provide this mandatory disclosure, or providing false or misleading information, may result in the immediate rejection of the Vendor's proposal, termination of any subsequent contract, and potential debarment from future bidding opportunities.

VENDOR / CONTRACTOR INFORMATION

Company Name: _________________________________________________________

Authorized Signatory Name: _______________________________________________

Title: _________________________________________________________________

Signature: __________________________________________ Date: ______________

NOTARY ACKNOWLEDGMENT

STATE OF ___________________ )

) ss.

COUNTY OF _________________ )

This instrument was acknowledged before me on the _____ day of ______________, 20, by ___________________________________________(Nameof Signatory).

Notary Public Signature

County of: _____________________________________

State of: ______________________________________

My Commission Expires: _________________________